Use employee groups for approval routing
Employee groups are collections of employees used for approval routing. Instead of assigning individual approvers to each step in a policy, you assign a group. When membership changes, you update the group once and every policy that references it stays current.
Why groups matter
Groups are the building blocks of approval routing. Each approval step references one or more groups. The system routes the document to the members.
Without groups, every personnel change means updating every policy that person is on. With groups, you change the membership once.
Create a group
- In the top-right corner of any page, click your avatar. The avatar overlay menu opens. Click Settings.
- In the left-hand Settings nav, under the Company tier (the bottom group), click Groups. The Groups page loads in the main content area on the right.
- In the top-right of the Groups page, click the Create Group button (the primary action on this page). The Create Group dialog opens in the centre of the screen.
- In the Name field, type a clear name describing what the group is for. Good examples: Finance Managers, VP Approvers, Procurement Team. Avoid generic names like Group 1.
- Add members. The dialog has an employee picker (typically a search field labelled Add member or similar). Type a name; matching employees appear; click each one you want to add. They appear as pills inside the field.
- Click the primary Save button at the bottom-right of the dialog. The dialog closes; the new group appears in the Groups list.
Edit a group
- Navigate to Groups as described above (avatar → Settings → Company → Groups).
- In the list, click the row of the group you want to edit. The Edit Group dialog opens, pre-filled with the group's current name and members.
- Update the name or member list. Add members by searching and clicking; remove members by clicking the × next to a member pill.
- Click Save. Changes take effect immediately. Any policies referencing the group use the updated membership going forward.
Delete a group
You can only delete groups that no active policy references. If a policy uses the group, the delete is blocked and Mod AI tells you which policies to update first.
- Navigate to Groups as above.
- Open the group's editor by clicking its row.
- Look for a Delete group action inside the editor (typically at the bottom of the dialog separated from the Save and Cancel buttons).
- Click it. A confirmation prompt appears asking you to confirm the deletion. Confirm to remove the group.
How groups are used in approvals
When you create an approval policy step, you assign one or more groups. For each group, you pick the approval mode:
- Any. Any one member can approve to complete the step.
- All. Every member must approve before the step completes.
A two-step policy might route first to "Department Managers" (any one can approve), then to "VP Finance" (all must approve).
See Creating an Approval Policy.
Name groups by approval responsibility, not org structure. "Invoice Approvers Over $5K" is more useful than "Finance Department" because the name tells you when the group fires.